Creating Microsoft Office Document Templates via SharePoint

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posted by Khoa Quach
on Apr 11, 2017

SharePoint is well-known for its Document Management System (DMS) capabilities, and one of its greatest strengths is the integration with the Microsoft Office Suite Documents.  In this post, we are going to look at how to create Microsoft Office Document Templates using SharePoint Content Type and SharePoint Document Library. We will be using an invoice template used to bill our clients in South East Asia and Hong Kong.

Step 1

Invoice template created with Microsoft Word

Step 1

We are going to create a SharePoint content type that will contain fields used to be a placeholder for the dynamic content. In this case, we will need

  • A project name (single line of text)
  • Company billed(single line of text)
  • The address of thecompany (multiple lines of text)
  • Billing date (Date – most likely the time of the last edit of the document)
  • Due Date (Date)
  • Invoice Total Amount (Currency)

Navigate to your site settings > Site content type > Create

On the next screen, please provide name, description, select the parent content type = Document Content Type + Document, then select a group. Click OK to create.

Step 1

Fill in information about the new content type 

Create all the columns based on the type of SharePoint’s offer. You should end up with a content type that matches the field defined in your document.

Step 1

The NIFTIT Invoice VN content type 

Step 2

Once we have the content type ready, we need to change to the creation of the new document library and assign NIFTIT Invoice VN as the default content type.

Step 2

 Use the Site Content on your SharePoint site to create that new document library 

Go to the library settings.

 

Note that library settings are now located on the top right in SharePoint 2016 and Office 365

You have to set the ‘Allow management of content types’ to ‘Yes’  to edit the default content type. To do that, click on ‘Advanced Settings’

Change the ‘Allow management of content type’ to ‘Yes.’  

Click on ‘Add from existing content types’ and select the content created in Step 1.

Once added, click on the content type recently added

Then navigate to ‘Advanced Settings.’ You will see the ‘Document Template.’ Choose ‘Upload a new document template’ and select the word document. In our case, we will select the invoice template.

To verify that everything has been working according to our plan, go back to the document library and click on the ‘New’ button. You should see your content type displaying

 

Which should lead to the creation of the document

Step 3

The final step will allow the document to be updated with information coming from the properties of the content type we already set up in Step 1. The final product should be an invoice form that will automatically fill in a document based on the invoice template. Let’s do that!

Go back to your document library settings > content type > Advanced settings. Now click on ‘Edit Template.’ You open the document with the appropriate Microsoft Office client.

The main difference this time is that if you navigate to  ‘Insert’ > ‘Quick Parts’ and take a look at the fields offered, you will notice that fields from the content type are displaying.

Now, just replace the static content with the quick parts.

You should end up with a template with quick parts from the content type created.

Once completed, save and go back to your document library.

You can create a new document or use the one we created in step 2 for testing.

Right click on the document you want to edit, click on More > Properties

On the following screen, complete the form that is presented to you

That would be cool no? 

And that is it. Now when you go back to your document, all the information would be integrated into the document with the proper format.

 

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